ADMINISTRATIVE ASSISTANT II (PURCHASING & TRAINING) - Sheriff's Office

Summary

NOTE : THIS POSTING MAY CLOSE AT ANY TIME ONCE A SUFFICIENT NUMBER OF APPLICATIONS HAVE BEEN RECEIVED. Provides routine clerical, administrative, and general office support including but not limited to typing, data entry, record and file maintenance, telephone reception, and visitor reception and tracking.

Provides routine assistance with classes hosted at facility including registering students for courses, coordinating classroom usage, keeping TCOLE records for statistics, coordinating new hires’ information, and tracking equipment in classrooms.

Provides routine upkeep with the uniform room and uniforms including supplying employees with uniforms and policies, determining where used uniforms go, and taking in all orders from uniform tailor for new hires.

Submits routine purchase orders through multiple contracts and requisitions for office supplies and equipment. Maintains, tracks, and issues uniform inventory and acts as a liaison with Sheriff’s Office Accounting and Budget Offices and County Purchasing.

Essential Duties and Responsibilities

• Orders, tracks, verifies, and disburses office supplies, uniforms, and / or equipment. Coordinates purchases and receipts with SO Accounting Office and selected vendors.
• Organizes and stocks the uniform / equipment room. Maintains adequate uniforms and equipment for issuance.
• Issues uniforms and equipment to SO employees. Matches uniforms to or measures employees for proper fit.
• Retrieves and repurposes used uniforms, patches, and equipment when possible.
• Maintains current uniform and equipment inventory on SO intranet and on spreadsheet.
• Performs administrative duties for Training Academy including enrollment, scheduling, and paperwork for pre-employment briefings and in-service classes.

Posts available in-service classes online for internal and external viewing.

• Participates in new hire orientation related to uniform and grooming standards and schedule briefing.
• Coordinates Training Academy meeting room usage and ensures facilities are fully functional. Creates and tracks work orders for Facilities.
• Delivers mail and packages as needed.
• Provides reception at the Training Academy via phone and in person including greeting and directing individuals to the appropriate location or contacts.
• Answers questions from employees regarding benefits, leaves of absence, TCLETS information, and other related topics. Acts as a liaison to Human Resources as needed.
• Maintains statistics for TCLETS regarding inservice classes and hours.
• Performs all other related duties as required.

Minimum Requirements

HS diploma or GED. Three (3) years of clerical experience. Valid and current driver’s license required. Good organizational skills.

Basic computer skills in word processing, spreadsheet, and database software needed to access and enter data into documents.

Must be familiar with office equipment.

Physical Demands and Work Environment & Other Requirements

While performing the duties of this position, the incumbent is regularly required to bend, carry, climb, hear, keyboard, kneel, lift below the waist, lift overhead, lift to the side / twist, reach overhead, see near, sit, squat, stand, stoop, talk, walk, and work alone and with others.